Monday, April 11, 2011 1. Floor covering: A decision was reached on the floor cover for the gym during Grand March. We will be purchasing the preferred cover (black on one side/neutral on the other) from Delmarva Flooring. The cost is anticipated to be approximately $400. Mrs. Titus will purchase a 6 foot wide sample and bring it to school Wednesday afternoon so that the girls can walk on it with heels on. 2. Invitations: Quinn Prunty has designed the invitation and was to bring the samples to the meeting last night so that a vote could be held and one selected. Unfortunately, she was unable to attend the meeting. Mrs. Birch will send out a file with the samples in e-mail. Print Shop (Mr. Curtis Hearne) will print the invitations at a cost of 20 - 23 cents a page (2 invitations on the page). They also will be numbered at the Print Shop. We decided to use parchment paper with a multiple color design. The invitations will be rolled like a scroll and tied with twine. 3. Grand March: According to Mrs. Titus, Mr. Grudis has given permission to use the volleyball poles to hang the covers, and has also said that he has employees to run the spotlights. Pam Morris is doing the soundtrack for Grand March. However, we are not allowed to operate the sound system. Need to determine who will be doing this. For Grand March, the couples will be entering in a single line from the middle door in the back entrance of the gym. 4. Chocolate: Jill Stephenson from Rental Equipment will allow us to borrow the fountain at no cost. We need to buy the chocolate from her. 5. Prom Prizes: We have spent approximately $2000 on various laptops, ipods, Wii, etc. Another $2000 will be spent. The prizes will be listed in the senior letter. Seniors must be present to win. The prizes will be raffled at 2 times: once after the announcement of the Prom Court (10:15) and then again at 11:30. Prizes may be held in the shoe/purse check in room. 6. Characters: Decided that we did not want to use students to interpret the roles of Aladdin, Jasmine, etc. Instead, Casey Flanagan will ask her dance instructor if the senior troupe members could be dressed in the Arabian outfits from the Nutcracker, and mingle throughout the Commons (belly dance?) for a brief period of time. A monetary donation would be given to the dance company. 7. Tickets: On sale from May 9 - 13 at all lunch shifts. 8. AV Equipment at SU: voted to use both their projector AND laptop ($125) 9. Gifts for seniors: Since we have some extra money (from not having to purchase a permanent floor covering), it was decided that we would buy a picture frame for every person attending the prom. The frame will have an Arabian Nights theme. Mrs. Gaskill will give us further information. 10. Prom Court: some discussion on calling the King, "Sultan". Unsure of a title for the Queen. 11. Discussion was held on items for the senior letter/meeting. They include:
Parking for cars/limos
Entrance for guests in cars/guests in limos
Registration procedure at SU
Pictures at SU: reservations needed for the Alumni Garden (Melinda Khazeh).
Pictures inside the Commons from LifeTouch
Latest time to arrive for Prom/earliest time to enter SU
No smoking policy at SU ($75 fine)
12. Notes from SU:
DJ needs to check power source on Friday, May 20 between 12 - 9. Outlets are marked, must spread out equipment.
Certificate of insurance must be given to SU 7 days prior to Prom. This is evidence of self insurance from the Board of Ed, saying that it is responsible for covering our students.
$1595 deposit due as soon as we receive the license agreement (which was to be sent in 2 - 3 weeks)
Prom Pictures: At SU, the Alumni Garden must be scheduled with the Alumni House via Melinda Khazeh. Other areas do not need a reservation.
Security: SU will provide perimeter security with 2 - 3 persons ($18 - $37 per hour). JMB will provide 2 deputies on the inside of the Commons
Tech support: SU provided the projector ($50) and the tech person ($20 per hour). If we would like to use their laptop, it is an additional $75.
Registration at SU: 2 tables either side of staircase, manned by 4 volunteers. Will need volunteers on the ground level, south end, to direct guests arriving in limos to the registration area
Food: SU provided all food and beverages with the exception of the chocolate fountain.
Contact for decorating: Kelli Delgado
Parking: Lot E in front of Commons for cars. Limo drop off at the south end of the building, enter on the ground floor. Limo parking: Guerreri D
13. Class gift to be determined at next meeting 14. Next meetings:
1. Floor covering: A decision was reached on the floor cover for the gym during Grand March. We will be purchasing the preferred cover (black on one side/neutral on the other) from Delmarva Flooring. The cost is anticipated to be approximately $400. Mrs. Titus will purchase a 6 foot wide sample and bring it to school Wednesday afternoon so that the girls can walk on it with heels on.
2. Invitations: Quinn Prunty has designed the invitation and was to bring the samples to the meeting last night so that a vote could be held and one selected. Unfortunately, she was unable to attend the meeting. Mrs. Birch will send out a file with the samples in e-mail.
Print Shop (Mr. Curtis Hearne) will print the invitations at a cost of 20 - 23 cents a page (2 invitations on the page). They also will be numbered at the Print Shop. We decided to use parchment paper with a multiple color design. The invitations will be rolled like a scroll and tied with twine.
3. Grand March: According to Mrs. Titus, Mr. Grudis has given permission to use the volleyball poles to hang the covers, and has also said that he has employees to run the spotlights.
Pam Morris is doing the soundtrack for Grand March. However, we are not allowed to operate the sound system. Need to determine who will be doing this.
For Grand March, the couples will be entering in a single line from the middle door in the back entrance of the gym.
4. Chocolate: Jill Stephenson from Rental Equipment will allow us to borrow the fountain at no cost. We need to buy the chocolate from her.
5. Prom Prizes: We have spent approximately $2000 on various laptops, ipods, Wii, etc. Another $2000 will be spent. The prizes will be listed in the senior letter. Seniors must be present to win. The prizes will be raffled at 2 times: once after the announcement of the Prom Court (10:15) and then again at 11:30. Prizes may be held in the shoe/purse check in room.
6. Characters: Decided that we did not want to use students to interpret the roles of Aladdin, Jasmine, etc. Instead, Casey Flanagan will ask her dance instructor if the senior troupe members could be dressed in the Arabian outfits from the Nutcracker, and mingle throughout the Commons (belly dance?) for a brief period of time. A monetary donation would be given to the dance company.
7. Tickets: On sale from May 9 - 13 at all lunch shifts.
8. AV Equipment at SU: voted to use both their projector AND laptop ($125)
9. Gifts for seniors: Since we have some extra money (from not having to purchase a permanent floor covering), it was decided that we would buy a picture frame for every person attending the prom. The frame will have an Arabian Nights theme. Mrs. Gaskill will give us further information.
10. Prom Court: some discussion on calling the King, "Sultan". Unsure of a title for the Queen.
11. Discussion was held on items for the senior letter/meeting. They include:
- Parking for cars/limos
- Entrance for guests in cars/guests in limos
- Registration procedure at SU
- Pictures at SU: reservations needed for the Alumni Garden (Melinda Khazeh).
- Pictures inside the Commons from LifeTouch
- Latest time to arrive for Prom/earliest time to enter SU
- No smoking policy at SU ($75 fine)
12. Notes from SU:- DJ needs to check power source on Friday, May 20 between 12 - 9. Outlets are marked, must spread out equipment.
- Certificate of insurance must be given to SU 7 days prior to Prom. This is evidence of self insurance from the Board of Ed, saying that it is responsible for covering our students.
- $1595 deposit due as soon as we receive the license agreement (which was to be sent in 2 - 3 weeks)
- Prom Pictures: At SU, the Alumni Garden must be scheduled with the Alumni House via Melinda Khazeh. Other areas do not need a reservation.
- Security: SU will provide perimeter security with 2 - 3 persons ($18 - $37 per hour). JMB will provide 2 deputies on the inside of the Commons
- Tech support: SU provided the projector ($50) and the tech person ($20 per hour). If we would like to use their laptop, it is an additional $75.
- Registration at SU: 2 tables either side of staircase, manned by 4 volunteers. Will need volunteers on the ground level, south end, to direct guests arriving in limos to the registration area
- Food: SU provided all food and beverages with the exception of the chocolate fountain.
- Contact for decorating: Kelli Delgado
- Parking: Lot E in front of Commons for cars. Limo drop off at the south end of the building, enter on the ground floor. Limo parking: Guerreri D
13. Class gift to be determined at next meeting14. Next meetings: